Operations Associate/Coordinator

Job Description This is a remote position. We are looking for an Operations Associate/Coordinator to join their team. Our client is a fast-growing property maintenance and operations platform that has built a reputation for connecting clients with vetted vendors and delivering end-to-end job management with speed and precision. This is a full-time, 100% remote opportunity for a highly organized, phone-first coordinator ready to own the full lifecycle of a maintenance job, from the first inbound ticket to the final closed invoice. Responsibilities The Operations Associate/Coordinator will be responsible for managing maintenance jobs from start to finish, serving as the key point of contact between clients, vendors, and internal teams. Specific responsibilities include: Receiving and triaging inbound client tickets; classifying each by trade, urgency, and scope; confirming site contacts and access details; and flagging emergency situations to the dispatch team Proactively sourcing vendors through outbound cold calls, asking commercial qualification questions early in the conversation, sharing job photos during calls, and verbally confirming receipt Coordinating and booking site visits with both vendors and site contacts; stacking offset visits on the same day for non-emergency multi-bid jobs; and reconfirming all appointments 24 hours in advance Driving the quoting process by pursuing remote quotes where feasible, negotiating against ballpark estimates, aligning comparable bids, and documenting all scope assumptions in writing Collecting and verifying required documentation — including W9s, Certificates of Insurance (COI), and signed quotes — prior to scheduling any work; ensuring COIs correctly name the appropriate parties; and following up on missing items the same day Overseeing work execution by holding vendors accountable to agreed scope and timelines, coordinating on-site access, resolving scope changes before additional work begins, and keeping clients informed throughout Confirming job completion through photos and site sign-off; reconciling the original scope against the final invoice; and routing any punch-list items back to the vendor before closing out the job Approving and submitting vendor invoices, following up on client approvals, resolving billing discrepancies, and closing jobs in the system with a complete and clean paper trail Requirements Proven ability to manage multiple active threads simultaneously across voice, SMS, and email — comfortable with 10–30 open conversations at any given time Experience in cold calling, vendor coordination, or operations roles where phone communication is the primary channel Strong negotiation skills with the ability to make cost-vs-speed tradeoffs under pressure Strict documentation discipline — treating compliance paperwork as non-negotiable before work begins Ability to remain calm and focused in fast-paced, high-volume environments Professional-level written and spoken English Spanish proficiency is a strong plus Qualifications Background in operations coordination, facilities management, field service coordination, or a related field Experience in a client-facing or vendor-facing coordination role Familiarity with trade industries such as roofing, plumbing, HVAC, electrical, locksmith, or general contracting is a plus but not required Comfortable working independently in a fully remote environment while managing time-sensitive priorities Benefits Full-time position 100% remote — work from anywhere in LATAM Opportunity to be part of a growing operations platform with a clear structure and real impact Collaborative team environment working alongside dispatchers, finance, vendor success, and operations leadership Exposure to a fast-paced, U.S.-based operations model with strong systems and processes